Coordinator of University Operations

Indiana Wesleyan University•Marion, IA

6d•Onsite

About The Position

The Coordinator of University Operations serves in the John Wesley Administration Building, providing high-level administrative and operational support to the President’s spouse, Senior Executive Assistant, Chief of Staff, and EVP & Chief Innovation and Strategy Officer. This role requires exceptional discretion, organization, and initiative, with the ability to manage multiple priorities, coordinate across departments, and support key presidential initiatives with professionalism and efficiency.

Requirements

According to Indiana Wesleyan University employment policy all employees must possess a strong Christian commitment and adhere to the standards outlined in the IWU Community Lifestyle Statement.
Associate’s degree required
Minimum of three (3) years of secretarial, budgeting and event planning experience
Strong organizational, project management, and time management skills
Ability to manage multiple priorities and adapt to changing needs
Excellent written and verbal communication skills
High level of discretion and professionalism with confidential information
Strong problem-solving and decision-making abilities
Collaborative, service-oriented mindset
knowledge of Indiana Wesleyan University, its history, and promotion of IWU

Responsibilities

Provides comprehensive calendar, scheduling, and time management support for assigned leaders and initiatives
Prepares, drafts, and proofreads correspondence, presentations, reports, and other materials
Serves as a communication liaison, supporting relationship management, documentation, tracking, and follow-up across internal and external stakeholders
Maintains organized systems for workflow tracking, documentation, and template development to support office efficiency
Acts as backup support to the Senior Executive Assistant
Tracks and supports progress on key presidential-driven projects across initiatives and departments, ensuring deadlines and priorities are met
Assists the President’s spouse in planning and executing projects and events with defined timelines
Supports development of draft presentations and materials related to presidential initiatives
Coordinates cross-functional communication and follow-up to ensure alignment and execution of strategic priorities
Plans and coordinates meetings, events, and travel arrangements, including agendas and supporting materials
Provides key event support for presidential initiatives, including coordination with Marketing on programs, announcements, invitations, and materials
Serves as liaison with catering and other vendors to develop and execute event plans
Manages budget tracking, including monitoring expenses, processing invoices, and maintaining financial records
Prepares and processes expense reports, reimbursements, and related financial documentation
Reconciles IWU credit cards for the team
Supports the President’s spouse with household coordination, creates invitations, manages correspondence and attendance tracking, formats the Board of Trustees spouse events schedules, and special projects
Oversees maintenance and readiness of Guest Houses, coordinating with vendors and contractors as needed
Coordinates vehicle maintenance and service for the President’s university vehicle
Provides front-facing support for the John Wesley Administration Building, including greeting visitors and answering phones
Assists with building operations such as opening/closing, room readiness and scheduling, and maintenance requests
Performs general administrative duties including filing, copying, and maintaining office organization
Performs other responsibilities as assigned in support of the President’s Office